Documentation involved in a sea freight shipment

An interesting question posed by a reader of this blog..

what are the documents prepared by clearing and forwarding agent ?
what are the documents prepared by the exporter and importer ?
what are the documents prepared by shipping company ?

When i started this blog back in October 2008, the very first article that i wrote was about the various parties that are involved within the shipping industry.. To recap the various people involved in a sea freight shipment will be as below..

There are many documents that need to be prepared by the various parties involved, in order to effect a shipment..

Lets examine these documents..

Exporter – prepare Commercial Invoice, Packing List, Certificate of Origin or similar certificates, Shipping Instructions for the Bill of Lading
Freight Forwarders – prepare Delivery Notes, Forwarders Cargo Receipt, Shipping Instructions for the Bill of Lading, Marine Insurance, Cargo inspection certificates, hazardous packing declarations
Clearing Agents – prepare Customs Documentation, Port Documentation, Duty and VAT exemption documents where applicable
Shipping Lines or their agents – prepare Booking confirmation, container release, prepare or generate Bills of Lading, Manifest, Manifest Correctors, Telex Release, Freight Invoices, Stowage plans, Loading Lists, Dangerous goods manifest, Out of guage manifests and at the discharge port, they will prepare Arrival Notification, Delivery Orders, Discharge lists, Freight invoices
Haulage companies – prepare TREM cards where haz cargo movements are involved, road permits, overborder permits, port entry documents
Intermodal operators – prepare documentation for inland haulage, rail movement, road permits
Surveyors – prepare cargo inspection and survey reports based on what they have been asked to survey
Banks – prepare Letter of Credits, Bill of Exchanges, Suretys, Guarantees
Insurance – prepare Marine insurance, Cargo insurance and other general insurance policies

These are by no means the full extent of documentation involved in the shipping process.. Depending on the cargo, exporter, importer, bank, destination, shipping line, government etc etc, there may be many more documentation that is required.. But these are the basic documents that are prepared by various entities for a sea-freight shipment..

Apart from the above there are also other entities such as Port, Customs, Excise, Police, Health, Veterinary authorities that are involved with the shipments and they would be preparing their own documentation.. As you can see, a single shipment depends on the co-operation of several entities to make it happen..

If you prepare some documentation that maybe new, please do share the information with the details of what the documentation is and why it is required, for the benefit of all..

42 COMMENTS

Azegue November 8, 2020 At 1:18 PM

Please, can some one help me with this question:
State the activities at the seaport involve in the forwarding of freight from point of origin to destination point ?

Yuqian December 14, 2018 At 12:05 PM

hello. I am a student it maritime logistics. I hope to ask what is the difference between haulage company and intermodal operator. It seems that haulage refers to the operation that the carrier brings freights from the origin to the port, and intermodal operator refers to the operation that the carrier brings freights from the port to destination. Am I right? Thank you.

ROSHIPPING C/O DOUANE GROUP SRL October 15, 2018 At 4:57 AM

Thanks for sharing

Em September 13, 2018 At 6:42 AM

Hello! Thank you for this site. I’ am a student of BS Customs Administration and I’m going to report ” Sea mode of Transport “. I’ hope this blog could help me. By reporting this topic, I should be knowledgeable. My professor gave me some topics, please help me with this questions ;

1. What are the Documents required by Sea mode of transportation?
2. What are the usually commodities that best in this mode of transport?
3. Who handling documents or responsible for documentation?
4. What is/are the best mode of transport?
5. Is by sea transport secured from dangerous cargo?
6. Freely importable list of required docs.
7. Regulated commodities list of required docs.

Your help would be highly appreciated. Thank you in advance!

Jabulile April 1, 2018 At 12:29 PM

what documentation needed if the customer wants to import full container of frozen chicken by sea on a Free Carrier (FCA)basis??

Alok November 21, 2017 At 11:58 AM

Hi
I am interested in knowing the process of issuing FCR by Forwarder . In case of CFS load the forwarder can identify the cargo condition and then issue the FCR . But if the load type in CY how does Forwarder inspects the cargo to issue the FCR document to supplier ?

Awajioniro August 6, 2017 At 5:03 AM

Nice article, pls sir i want to start timbers exportation. What are the primary steps i need to take ? Tnx

Narayanan Ellango May 11, 2017 At 10:33 AM

nice article.. thanks

M. Azam Zaki February 10, 2017 At 2:36 PM

Quite Informative article

Koffi M February 8, 2017 At 10:40 PM

I love this blog so much, I spent my free time on here. Thank you Mr Hariesh Manaadiar. I have a question though: I’m working on start importing goods and household items from Africa to US. However, I don’t know if i should be contacting CBP or FDA and what kind of forms or certifications i should have. I have been reading a lot on the matter, but i’m still confused. I would really appreciate your help or any other person’s help. Thank you.

- Hariesh Manaadiar February 9, 2017 At 7:15 AM
  
  Thanks Koffi.. Sorry I don’t understand the terms CBP or FDA as many countries have many acronyms.. If you are importing for the time, maybe my Beginner’s Guide to Importing will be of assistance..
- Koffi M February 9, 2017 At 8:17 PM
  
  Thank you Sir for replying to my post and question. I meant by CBP ( Customs and Border Protection) and FDA stand for ( Federal Drugs Administration). Once again, Keep up the good work
Lenny February 8, 2017 At 8:43 PM

Hariesh, one more document that is needed from shipper (since July 2016) is the VGM Certificate (Verified Gross Mass).
Keep the great articles coming!

- Hariesh Manaadiar February 8, 2017 At 8:55 PM
  
  Of course Lenny.. Thanks for adding SOLAS VGM to the list.. 🙂
Joseph Philimon February 8, 2017 At 7:28 PM

Article is so nice and understandable…. Dear friend im from Tanzania and i take studies concern transport. I need more knowledge and experience cornern this industries,, i need help from any body who have any knowledge concern. Thanks

- Hariesh Manaadiar February 8, 2017 At 7:46 PM
  
  Hello Joseph, please feel free to read and ask your questions on any of the articles.. That is the best way to improve knowledge..
Bruce Hanson February 8, 2017 At 3:59 PM

Sincerely appreciate the information. Great job!!!

jans February 8, 2017 At 2:41 PM

For bulk shipments there are also some ship-shore documentation required like shippers cargo declaration ( ref BLU code). Acceptance note of cargohold cleanliness etc. Notice of Readiness is an important one whatever type of sea transport.

Shannon February 8, 2017 At 11:06 AM

Hi Hariesh

Excellent article – however, what about the clearing instruction that the Importer must fully complete in SA. This document is becoming a huge issue with SARS at present.

Daniel Bogdan February 8, 2017 At 10:41 AM

Great article and perfectly explained too…Bas le chapeau Hariesh!

Velani February 8, 2017 At 9:03 AM

Great article Hariesh. I see you separated the certificate of origin (COO) with EUR1. EUR1 is one type of a COO for getting a preferential rate of duty on goods meeting the EU protocols as per the EU agreement provided those countries have ratified the agreement.

- Hariesh Manaadiar February 8, 2017 At 9:20 AM
  
  Thanks for the additional points Velani.. I separated because not all countries use EUR1 and use COO instead.. 🙂
Haroon Rashid Akhtar February 8, 2017 At 8:23 AM

I salute you for such a nice and perfect brief note on shipping docs

- Hariesh Manaadiar February 8, 2017 At 8:34 AM
  
  Why, thank you Haroon.. Salutation accepted.. 🙂
Raju February 8, 2017 At 8:01 AM

Another great article…. Perfectly explained!

- Hariesh Manaadiar February 8, 2017 At 8:04 AM
  
  Thanks Raju.. 🙂
Gilbert February 8, 2017 At 7:48 AM

Good information shared

- Hariesh Manaadiar February 8, 2017 At 7:56 AM
  
  Glad to help Gilbert..
Agnes Kamene Musau February 8, 2017 At 7:44 AM

The article is well explained, simple and with good flow.
Thanks Hariesh, you continue to educate me with each and every article.
It has become my reference points.
Thank you so so much.
keep on educating majority of us, we appreciate you.

- Hariesh Manaadiar February 8, 2017 At 7:55 AM
  
  Thank you for the kind words Agnes.. 🙂
shyam shelke February 8, 2017 At 6:33 AM

Thanks for sharing the information

- Hariesh Manaadiar February 8, 2017 At 7:56 AM
  
  You are welcome Shyam, pls do share with your peers..
Ujjal Roy February 8, 2017 At 6:03 AM

thanks a lot Sir

- Hariesh Manaadiar February 8, 2017 At 7:56 AM
  
  Welcome Ujjal..
wati February 8, 2017 At 5:26 AM

Great

Htet Ko Zin February 1, 2017 At 11:29 AM

Thanks a lot, sir

umair August 31, 2013 At 10:38 AM

good one sumita

hwei fong July 25, 2013 At 8:10 PM

Agree with Smita.

Exporter does not prepare purchase order.

Smita March 9, 2013 At 10:07 AM

Nice one, however suggest to make a change in Exporter’s actions. He does not prepare the purchase order but Quotation. Thanks!!
Smita

- Hariesh Manaadiar August 31, 2013 At 3:54 PM
  
  Hi Smita, thanks for the observation.. Have corrected it.. 🙂
Morten Laerkholm March 6, 2013 At 11:41 AM

Thank you for a good blog. Indeed, documentation can be a complicated affair – good to get an overview like this.

Specifically for LCL shipments – take a look at https://www.transporteca.com/explain/documentation/ where we try to cover what the content is of some of the most common documents.

- Shaheer Yusuff September 15, 2015 At 10:54 PM
  
  THANKS SMITA. Indeed very helpful information.